Targetprocess Views and Reporting

In Targetprocess, you have the ability to add, edit, present, and extract data about your work. Views are how you interact with that data. 

Everyone with access to Targetprocess can use Views, but only Product Managers, Release Train Engineers, Product Owners, and Scrum Coaches can create new Views.

Almost everything you do in Targetprocess is done using a View. You can choose which View you want to use depending on what data you want to access, and how you want to interact with that data. 

Views can be:

• lists of data
• boards with lanes
• reports
• roadmaps, and more

Lists and Boards, such as the Team Backlog and Team Kanban, are highly interactive and let you edit and manipulate data directly from the View.

Reports, such as OIT Flow Velocity, are meant to present or visualize a set of data based on preset parameters.

For more information about types of Views and when to use them, refer to Understand View Types.

Audience: All Targetprocess users

Data in Targetprocess is presented in views. Some views allow you to:

• interact with the data
• enter data
• change data
• rearrange data 

Other views are display-only aggregates of data and do not allow you to interact with the underlying data itself.

Interactive View Types

You can change an interactive view between several different types:

• Board
• One by one
• List
• Roadmap

1. In a View, select the Actions menu.
2. In the View type menu, select the desired icon (Board, One by one, List, or Roadmap).
   

Board 

With boards you can present data grouped into vertical and horizontal lanes (columns and rows). Boards are a good option if you want to separate entities spatially.  

Common views using the Board type: Team Kanban, Iteration Planning, ART Planning Board.

One by one 

One by one view shows a list with a quick overview of the currently selected entity on the right side of the screen, in a similar fashion to email clients.

Example: Display your Team Kanban's stories in a vertical list, with the selected story expanded to the right for quick review.
 

List 

With lists, each entity is represented in a single column, displaying more properties of that entity for easy visibility.

List views are helpful when you:

• wish to see the hierarchy of your entities.
  • Example: View Features for your team and expand to show the stories and bugs associated with each Feature.
• need to compare a specific property across multiple or all entities. You can select a header to sort and review by column instead of opening each Feature individually.
  • Example: View and compare which Planning Interval(s) Features occur, organized by PI and Team.

Common views using the List type: Team Backlog, Team Iterations, Objectives & Goals. 

Roadmap 

Roadmap views can be used to communicate strategic objectives to stakeholders and to track the progress and potential delays of large-scale work.

Roadmap views help to visualize:

• When is work planned to start?
• What is the actual cycle time?
• What is the forecasted completion date?

Roadmaps are a powerful tool that empower organizational leaders to successfully plan and execute initiatives.

Reviewing Non-Interactive View-Types

Report 

Reports are another type of view that can be used to aggregate data and display it in various formats. While reports will allow you to drill-down to view the underlying data, you cannot actually interact with the data from the report itself.

There are many formats of reports available, but the two most common are Charts and Tables.

Using Charts

Charts provide a visual representation of your data. There are many different chart-formats available (bar, pie, line, scatter-plot), and many pre-built templates for common chart use-cases (Burn Up/Down, Cumulative Flow, Cycle Time).

• Example: Utilize a pie-chart to see the percentage breakdown of Effort Completed by Business Value Type
  

Using Tables

Tables are useful for collating data and presenting it in lists for ease of viewing and comparing many items in relation to each other.

• Example: Utilize a table report to create a roster of certain teams, their members, and their roles at a glance.
  

Audience: All Targetprocess users

Targetprocess is a view-based system, and all views can be accessed from the left navigation menu. Folders in the left navigation are used to organize views for easy access. 

Views persist once selected. When you return to Targetprocess, you will start at the last view you visited, retaining your previously-set filters.

In this article:

• Accessing a View or Folder from the Left Navigation
• Filtering the Content of a View or Folder
• Common Issues when Filtering Views

Accessing a View or Folder from the Left Navigation

1. To search for a specific view, select the Search bar at the top of the left navigation menu and enter the name of the view.
2. The list of views filters based on the search term. Select the desired view.
   

Filtering the Content of a View or Folder

Filter options are available at the top of each view. Filters persist within a view, so when you return to a view, you will see the same filter(s) applied as when you last visited that view.

1. Find the Show view setup icon to see which entities the filter cards will apply to in the view you've selected. 
   • Example entities: Feature, Story, Iteration
   • Review any additional filter cards information specified. Learn more about Filters and Search and Advanced Filters in Targetprocess.  
   • Note: You can't see all entity types from every view - different views have different purposes.

2. Use the Quick Filters along the top to filter by that type of item.
   
   • Example: Select Any Team and choose Targetprocess to filter for just the Targetprocess team.
   • Example: Select Any Portfolio and choose Office of Information Technology to filter for OIT scaled Agile work.
   • To select multiple options, hold the Ctrl or Command key while selecting each item. This can be useful if you belong to multiple teams and want to view items from both teams together.
3. Use Filter cards to refine the items displayed.
   
   • Examples: Select Filter cards (if necessary, clear any saved filter) and enter Test into the Name field to search for any cards with "Test" in the name, or select Assigned to and select Me to see Stories or Features that are assigned to you. Refer to Apptio's self-help for a more in depth exploration of using Filters to highlight specific items.
   • Note: Filter cards only applies to the entity types listed under the Show view setup. 

Refer to Apptio's Advanced Filters Overview for information on writing complex queries.

Common Issues when Filtering Views

You may encounter the following common issues when adjusting filters on any given view:

Empty lanes taking up space

Certain views and filter combinations may result in a number of lanes displaying as empty. The empty lanes themselves are still visible, making it hard to view and navigate the data you're after.

To hide empty lanes:

1. Select Actions in the upper right corner.
2. Next to Empty lanes, change the toggle button from Visible to Hidden.
   

Unexpected Items Displaying

Occasionally, you may see items in your view which you are not expecting. For example, perhaps you've filtered the Team Backlog view for your team, but you see items from another team appearing as well.

The most likely explanation is that the unexpected item somehow meets your filter criteria. 

1. Click into the unexpected item and check the following common fields on the right-hand side to see if their content meets your filter criteria:
   • Assignments
     • Teams
     • Team Member
   • Info
     • Feature
     • Planning Interval
     • Team Iteration
       
2. If the data entered into these fields is incorrect, correcting the data will fix the issue.
   • If the data entered into these fields is correct, review your filters and adjust as necessary.

Audience: All Targetprocess users.

Views and folders you have access to are displayed in the left navigation menu, which is divided into two sections: All Views and Favorites.

All Views

In the left navigation menu, the All Views section will display the following:

• All folders and views which have permissions set to Public
• All folders and views to which you or your team have been granted access

Folders and Views with their permissions set to Public will be visible and accessible in the left navigation menu to all users in Targetprocess. 

For more information on how folder and view permissions are set and by whom, refer to Targetprocess: Share Views

Favorites

Because Folders and Views with their permissions set to Public are visible to all users in Targetprocess, there are many folders and views under All Views that may not be relevant to you.

You can customize the organization of views by adding frequently used or important views to your Favorites. This will move them to the top of the left navigation menu for better visibility and quicker access.

To set a view as a Favorite:

1. Find the view in the left navigation menu and hover over it.
2. Select the three horizontal dots to the right of the desired view to expand the Setup menu.
3. Select Add to Favorites.
   

Audience: All Targetprocess users

You can set and share specific filtered Views with others in Targetprocess.

For more information on filtering Views, refer to Navigate and Filter Views.

For more information on how overall folder and view permissions are set and by whom, refer to Targetprocess: Share Views.

Sharing a Filtered View

To set and share a filtered view:

1. Navigate to the View you wish to share.
2. Set your filters how you want them.
   • Common filters: Selecting a Team, Team Iteration, State, Feature
3. Select Actions in the upper right corner.
4. Select Copy Link.
   
5. The URL to that filtered view will be copied to your clipboard and you can send that URL to other Targetprocess users via email, Slack, or other means.

Audience: All Targetprocess users

Any view in Targetprocess, regardless of type, can be exported. Anyone in Targetprocess can export any view to which they have access.

Exporting a View

1. Navigate to the View you wish to export.
2. Filter your View as necessary to display the data you want to export.
3. Select Actions.
   1. Select Export to JSON, Export to CSV, or Export to PNG.
      
4. Locate the exported file in your Downloads folder of your device.

Understanding File Formats and View Types

The type of file format(s) available will depend on the View Type you are using. Refer to Targetprocess: Navigate and Filter Views to learn more about the different types of Views.

The following table outlines the available file formats to which you can export different types of Views:

Additional Information about Exporting

• By default, the number of exported entities (cards, rows, etc.) is limited to 5,000.
• Below 5,000 entities, regardless of how many entities are shown on the View, all the cards displayed in the View will be exported to the file.
  • Note: If you have your View filtered or focused on a particular set of cards, rows, or columns and then export it, you will see the same set of cards in the exported file as what is shown in the View.
• Attachments and images cannot be exported from Targetprocess. You can only save them manually using the Save button for each individual file or image.

Audience: Product Managers, Release Train Engineers, Product Owners, and Scrum Coaches

In Targetprocess as a Product Manager, Release Train Engineer, Product Owner, or Scrum Coach, you can create Views to display and interact with data.

Creating a New View

To create a new View:

1. Select the + Create button at the bottom of the left-hand navigation.
    
2. Select the type of View you want to create from the menu that appears.
   
3. When you select the type of View you want to create, the Setup screen opens into the Templates tab by default.
4. To create a View using a template, select one of the available templates.
5. To create a View from scratch, select the card labeled Blank.
   

Customizing a Newly-Created View

Whether starting from scratch or using a template, you can customize the new View to your needs.

1. Select the Setup tab that appears in the card you've selected.
2. Select your Portfolio. In most cases this will be Information Technology.
3. Select the Teams you want to be included in the view.
   • Note: When you select your Teams, you have the option to select the teams you want to be available, and the teams you want selected by default. In both cases, this can be anywhere from one team, to all of them.
     
4. Click on the View title to name your View. 
   • View names should be unique, and indicate the name of your team in some way.
   • Never use the same name as a common-use view.
     • Acceptable: ABC custom backlog
     • Unacceptable: Team Backlog
5. Select Describe what is on this view. Use plain language to briefly explain what information the View is meant to convey.
   1. Use the informational tool tip Question mark next to each entity to learn more about using the properties available for the specific view you're using.
      • Note: Sorting elements must be different from the entity cards you have chosen.
   2. Choose which Portfolios and Teams you wish to display in the view.
   3. Use Custom quick filters to include additional filtering options. 
      • Common custom quick filters include Planning Interval, Team Iterations, Agile Release Train.
   4. Select which cards (such as Features, Stories, Bugs) you wish to include in the View. 
      • Note: Depending on the type of View you're creating, you'll have additional options for displaying the entities. 
6. Save your View when you're done by selecting Finish setup in the upper right of the setup panel.
   
7. Views can be edited at any time by selecting the Actions button in the upper right of the page and selecting Set up view.

Understanding View Permissions and Visibility

You can create Views for your own use or you can share them with others. A lock icon next to your view means that the View is private.

Changing the Access Settings for a View

If you are an owner or co-owner of a view, you can change who can access a View you created in Targetprocess. 

Access setting notes:

• Views can have multiple owners
• You can assign co-owners to a view you own or co-own
• When a view is moved to a folder, the original folder owner automatically becomes another owner of the view

To change the access settings for a view:

1. Select the three horizontal ellipses next to the view title.
2. Selecting Access from the setup menu.
    
3. Select Public to give everyone in Targetprocess access or limit access to individual Portfolios, Teams, or Users by selecting their check boxes.
4. When sharing Views, remember to follow best practices outlined in Using the Left Navigation to Organize Views and Folders.

Applying Advanced Filters

You can apply advanced filters to further customize the data shown in a View. Advanced Filters allow you to combine entities with operators to create custom dimensions, which can help you filter out all Stories or Features in a closed state, only see Stories assigned to a specific person, and other use cases. Learn more about advanced filters on the Targetprocess support website.

1. In the View Setup, click the Filter button at the lane, row, or entity level.
   

2. Type ? into the filter field to use Advanced Mode.
   
3. Use the dropdown to populate your filter using controlled language from the data model to select, hide, or highlight data that isn't made available through basic filtering. 
   • Note: Use advanced filters with caution to ensure you don't hide useful information by mistake. 

Audience: All Targetprocess users

In Targetprocess, you can use Reports and Dashboards to visualize data. Everyone can view Reports and Dashboards, but only Release Train Engineers, Product Managers, Product Owners, and Scrum Coaches can create them.

Reports aggregate and abstract data into visualizations, such as a pie chart or bar graph. 

More detailed information on the different types of views and reports are found in Understand Types of Views and Reports.

Finding Reports and Dashboards

All Reports and Dashboards are found in the left navigation.

1. You can fine tune the list of items displayed in the left navigation by typing a keyword or portion of a report name, such as "roadmap" or "iteration," in the Jump to… box at the top of the left navigation.
   
2. The left navigation will display results that match the keywords as you type.

Collections for specific teams or purposes can be found in folders in the left navigation under All Views.
   

• Portfolios, Capabilities, Products folders contain views and reports about these entity types.
• The ARTs and Teams folders contain reports to help RTEs and teams manage planning, work items, and retrospectives.

Select a folder to expand and view its contents. Your ability to access these folders will vary depending on your portfolio and team access in Targetprocess.

Audience: All Targetprocess users

You can filter Reports to refine the data set being used for the report.

Reviewing Common Filters

Predefined filters, which are set up by report creators in advance, can be used by report viewers. Most reports created by the Targetprocess administration team include predefined filters, such as Portfolio and Team. 

Personal filters are created by report viewers and are unique to the person. Use personal filters when you need more precision and want to see a smaller dataset. 

• Personal filters can be quickly set up and removed from reports. 
• Personal filters do not change the predefined filters or overall structure of the report.
• Personal filters do not affect other viewers.
• You will not see others' personal filters.

Note: Personal filters persist once you apply them. If a report is not displaying as you expected, make sure you check your current filters. 

Creating a Personal Filter

1. Select Filters on the right side of the report to reveal the Add filter interface.
2. Select Add filter. A dropdown appears with a list of filter options.
3. Select the field you wish to filter, such as Planning Interval.
4. Choose an operator from the list provided. 
   • Operators are commands that help you refine and filter your results. For example, choosing is in for the Planning Interval filter allows you to choose which PI you wish to filter for.
   • Note: Operators are determined by the fields you entered. Some operators are only available for some fields.
5. Choose or enter a value for comparison from the Provide value… dropdown.
   • You may select more than one value from the dropdown by clicking on multiple values.
6. Repeat the process by selecting Add Filter again to configure any additional Personal Filters.
   

Managing Your Personal Filters

Within Reports you can:

• turn existing Personal Filters on or off
• delete Personal Filters
• change Personal Filter visibility

To manage a personal filter:

1. Select or click Filters on the right side of the Report.
   
2. If the report has one or more Personal Filter(s), a number will show next to Filters.
3. Toggle the caret ^ to hide or reveal personal filters. 
   • Note: This action does not remove filters.
4. Turn filters on or off by selecting the box to the left of the filter. Disabled filters are saved and available for you to re-enable at any time.
5. Delete a personal filter by hovering over the filter and selecting the X that appears to the right of the filter.
   

Audience: All Targetprocess users

You can export reports and aggregated results by selecting the Actions button in the upper right of the report. 

1. Open a Report.
2. In the dropdown menu, choose the desired file type to export. 
   • Export to JSON
   • Export to CSV
   • Export to PNG
     
3. The Browse data option in the dropdown opens a view into the aggregated data in the chart and the source data, or individual records, used to generate the report. You can export data from this interface by selecting the Export to CSV button.
    
4. Another way to view the detail data is to select the individual graphic items, such as sections of bar or pie charts.
    
5. Select the Data icon in the header to see more information about the source records. You will also have the option to export Source Data to a CSV. 
    

Audience: Product Managers, Release Train Engineers, Product Owners, and Scrum Coaches

Before creating a Report, it's helpful to identify some information:

• The Portfolio you will pull data from. 
• The Teams you will pull data from.
• The Data source(s) you wish to use in the report.

Creating Reports

1. Select the Create button at the bottom of the left navigation.
2. Choose Report.
   
3. Select the type of Report you wish to create.
   • Choose one of four report types: Chart, Table, Metric, or Pie Chart. 
     • Note: The Chart option creates a graph while the Table option is used to set up columns with groupings and totals similar to a spreadsheet.
   • Alternatively, you can choose one of the Targetprocess template options available below the four report types. If you choose a template, you can modify the filters and design to match your use case.
     
4. Select a report type or template to open the report building tools. 
5. Click in the fields to reveal choices:
   • Source Type (with Entity Reports dropdown)
   • Projects and Teams
   • Entities (Stories, Bugs, Features, etc.)
   • Filter
     
     Note: The filtering options will change based on the entity selected.
     
6. Select Create. The Report will open in a more detailed report building interface.

Choosing a Chart Type

1. Select one of the options in the Chart Type area. You can change your choice at any time.
   
2. Customize the chart by adding additional data fields. In this example, fields were added to the X and Y axis.
   
   

Editing the Source Data

Select Edit source to change the types of data (Bugs, Stories, Features, etc.) included in the Report.

Adding Filters to the Report Data

1. Select the Filters button to add or remove filters from the report.
   
2. Save your Report.
    

Naming your New Report

Include helpful keywords or phrases in the report name such as: 

• types of data analyzed
• intended audience
• report purpose
  

Configuring Report Access

1. Select the Access tab to open the sharing and access options for the report.
   • By default the report will be private and only visible to you, but you can use the interface to share the report with all users (Public) or select users and/or teams (Custom Sharing).
     
2. Use the check boxes to select which Portfolios, Teams, and/or users you would like to have access to your Reports.

Audience: Administrators, Release Train Engineers, Product Managers

A Dashboard is a collection of Views and Reports presented together. You can build Dashboards in Targetprocess and add items to display combinations of data you find useful. Learn more about Dashboard use cases and see examples.

Creating Dashboards

1. Select the Create button at the bottom of the left side navigation.
2. Select Dashboard. 
   
3. Name your dashboard. 
   • The title should contain keywords to help you and others both find and understand the information contained in your dashboard.
     
4. Select the Setup tab. 
5. Define the Portfolio and Team(s) that will appear in the Dashboard.
   
   • These selections allow you to pre-set filtering for the views and reports you add to the dashboard.
     

Adding Views and Reports to the Dashboard

1. Select the Widgets tab.
2. Choose the Views (titled as Lists) and Reports you want to view on the dashboard.
   
   • If you want to add Lists (views), Roadmaps, or Reports that are already built in Targetprocess, look for the desired option and choose an existing object.
     

Configuring Access

1. Select the Access tab to open the sharing options. There are three options: Private, Public, and Custom. 
   • Private (default): Only you as the Dashboard owner can see the Dashboard.
   • Public (DO NOT USE): Everyone can see this Dashboard in the left navigation menu.
     • Note: If you believe all users would benefit from a Dashboard you create and wish to make it Public, reach out to the Targetprocess team for further discussion.
   • Custom sharing: Allows you to share the Dashboard with groups of people assigned to Portfolios and Teams or with specific users.
     
2. Use the checkboxes to select which Portfolios, Teams, and/or users you would like to have access to your Dashboard.

Audience: Product Managers, Release Train Engineers, Product Owners, and Scrum Coaches

Naming and organizing reports consistently in Targetprocess helps reduce clutter and confusion. Follow these recommendations for naming reports that you create:

• Start your report title with one of the following:
  • Responsible Team(s) or Group
• Finish your report title with a concise phrase indicating the content or purpose of the report. For example:
  • [Team or Group name] Stories and Bugs by PI
  • [Team or Group name] Stories by Status (pie chart)

Organizing Reports and Views into Folders

If you have a collection of Reports, consider creating a Folder for them.

1. Select Create at the bottom of the left navigation.
2. Choose Folder. 
   
3. Name the folder, including your Team or Group name.

Additional Folder Options

1. In the left navigation, hover over the desired folder to reveal three ellipses.
   
2. Select the ellipses to open a menu with options to do any of the following:

• Create additional subfolders, dashboards, reports, views. All new objects will be saved within the existing folder.
• Rename the folder
• Change the Access permissions to the folder
• Change folder Owners
• Add to your list of Favorites, creating a link at the top of the left navigation
• Hide the folder from your list of navigation links
• Ungroup, hiding the folder but not objects in it
• Remove (delete) the folder